Every purchase requisition at Tantita follows a structured, accountable six-stage approval process — with automatic notifications ensuring no step is ever missed or delayed.
From the moment a staff member identifies a need, TPMS guides the request through every required approval, automatically notifying the right person at each transition.
Any authorised staff member identifies an operational need and raises a Purchase Requisition Form. They specify items required, quantities, purpose, and any supporting justification. The PRF is submitted into the system and the initiator receives a confirmation email with the PRF reference number.
The PRF is automatically routed to the initiator's Department Head for review. The Department Head assesses whether the request is operationally justified, within budget scope, and aligned with departmental priorities. They may approve and forward, or request a revision from the initiator explaining what needs to be changed.
Once the Department Head approves, the PRF reaches the Store Officer. The Store Officer checks whether the requested items or equivalents are already available in inventory. If items are in stock, the Store Officer can redirect to an MRF. If not available, the PRF advances to procurement. This step prevents unnecessary purchasing of items already held in store.
The Procurement Manager reviews the PRF for compliance with Tantita's procurement policy, vendor selection guidelines, and market pricing standards. They can approve the PRF for financial review, or request a revision with detailed feedback. The Procurement Manager is the primary commercial gatekeeper of the process.
Finance reviews the PRF for budget availability and financial appropriateness. This stage ensures all expenditures are within approved budget lines and that the organisation has the financial capacity to fulfill the request. Finance may approve or refer back for budget justification, and records the commitment for accounting purposes.
The final stage routes the fully-vetted PRF to Executive Management for ultimate approval authority. Upon sign-off, the PRF status is updated to fully approved, the initiator and all involved parties are notified, and Procurement can proceed to raise a Purchase Order with the selected vendor. The complete approval timeline is permanently recorded in the audit trail.
At Stages 2, 4 and 5, the responsible approver may request a revision instead of approving or rejecting. TPMS sends an automated notification to the original initiator explaining the revision required. The initiator updates the PRF and re-submits, which restarts the review from the stage that requested the change — not from Stage 1. All revision cycles are recorded in the PRF history with timestamps, user identity, and the reason for revision, ensuring complete accountability.
TPMS uses role-based access to ensure every participant in the approval chain has exactly the permissions they need — no more, no less.
Any authorised employee who raises PRFs and MRFs. Can submit, track, and re-submit revised requests. Has read-only view of their own submitted forms and their current approval status.
Reviews and approves PRFs raised within their department. Has authority to approve or request revisions. Can view all PRFs submitted by their direct reports and departmental workflow history.
Manages inventory, processes MRF fulfillments, and verifies stock availability during PRF review. Receives notifications on PRF stage 3 and low-stock alerts when store quantities drop below thresholds.
Commercial gatekeeper responsible for policy compliance, vendor selection oversight and procurement approval. Reviews PRFs at Stage 4, manages the vendor register, and oversees all active purchase orders.
Validates budget availability and financial appropriateness at Stage 5. Reviews PRF cost implications, records budget commitments, and ensures expenditure aligns with approved financial plans.
Final approval authority for all fully-vetted PRFs. Reviews Stage 6 requests, provides ultimate sign-off, and is notified by email for each PRF reaching executive review. All sign-offs are timestamped and auditable.
TPMS's notification engine fires the right email to the right person the moment any workflow event occurs — ensuring no approval sits idle.
Department Head is immediately notified to review the new PRF. Initiator receives a submission confirmation with PRF reference number.
Original initiator receives an email detailing exactly what needs to be revised. System records who requested the revision and at which stage.
Store Officer is notified to verify stock availability. PRF moves to Stage 3 and Store receives all item details to check against current inventory.
Procurement Manager is notified that the PRF has passed store verification and requires commercial review. Includes item list and departmental justification.
Finance Officer receives notification to review the PRF for budget availability. Email includes estimated cost, department, and PRF detail link.
On Executive sign-off, all stakeholders — initiator, department head, store, procurement and finance — receive a final approval notification. Procurement proceeds to raise a PO.
Role-based access control, full audit trails, and enterprise-grade security keep every transaction accountable and every record protected.